Google Calendar vs. Outlook

Please review our Life after Outlook guide to view a more detailed comparison of Google Calendar vs. Outlook

As an alternative to accessing your calendars from Microsoft® Outlook with Google Apps Sync for Microsoft Outlook®, try using the Google Calendar interface. Sign in to your Google Apps account from any web browser to see and manage your same calendars that are available in Outlook.

When coming to Google Calendar from Outlook, here are a few things to note.

From Google Calendar you can...

View and manage your same calendars as in Outlook: View your latest schedules, accept or decline invitations, schedule and update events, and send invitations. This applies for all your Outlook calendars. When you next start Outlook, you'll see the same updates there that you make here.

View free/busy status for other users in your domain, whether or not they have a Google Apps account. (Note that to see free/busy status for people in your domain who are still using Microsoft® Exchange or some other hosted service, your administrator must enable Google Calandar Connectors. For details, see Administrator Setup for Google Apps Sync.)

Set up calendar delegation. Use Google Calendar to let an assistant manage your calendar. That person will then see your calendar in their account and be able to create events, send invitations, and accept or decline invitations on your behalf. They can do this from their Google Apps profile in Outlook or from their Google Calendar interface. Learn to delegate your calendar.

Share a calendar with other Outlook users. Use Google Calendar to share a calendar with other people in your domain, or even publicly with the world. (You don't use Outlook's "Share my Calendar" link, which isn't available with Google Apps Sync.) For details, see Share a calendar with Outlook users.

Organize meetings you don't plan to attend: When using Outlook, you can't organize a meeting without being listed as an attendee. If you schedule the meeting in Google Calendar, however, you can remove yourself from the attendee list.

However you cannot...

Schedule First Weekday or First Weekend Day recurrences. To schedule such a meeting, use Outlook.

And be aware of the following when...

Forwarding meeting invitations: If you create a meeting in Google Calendar and uncheck the "Guests can invite others" option, and if an attendee in Outlook then forwards the meeting, the recipent gets the forwarded invitation and can click Accept to accept it. However, this does not add the event to the recipient's calendar (since guests are disallowed from inviting others).

Requesting invitation responses: If you enable Notifications for your calendar in your Google Calendar settings, then create a meeting in Outlook and choose not to receive responses from attendees (you don't select the Request Response option), you will still receive responses.

Accepting new meeting time proposals from Outlook users: If you create an event and an invitee proposes a new meeting time from Outlook, you'll receive the proposal in email as usual. However, you can't accept the proposal from the Gmail interface by clicking Accept in the email. You can only accept it that way from Outlook 2007.

Scheduling a monthly recurring event on the 31st of the month: Outlook users will see events on the last day of every month (even those with only 30 days). Google Calendar users will see events only in months with 31 days.